A5 Signature supports Letterheads created in Salesforce. You can also use full custom HTML or plain text templates. You can use a standard email template with no data merge fields or you can utilize the email template that came with app package in the eSign Templates email template folder “Send for eSignature.” 

If you would to merge data fields into your email template, follow the steps below to format them using the eSign doc object:

  1. Create an email template that is related to the object you are sending the document from and that you have related eSign Doc to via a lookup field. Make sure that email template is “available for use.”
  2. Within the HTML email template builder, select “eSign Doc Fields” from the “Select Field Type” drop down list.
  3. Then find the field you want to merge from your base object in document action into email template from the “Select Field” drop down list.
    1. For example, your Opportunity Name field may look like this {!Opportunity.Name} when pulled directly from Opportunity field type though when this same field is selected from the eSign Doc Fields in email template builder, it shows as {!esign__Document__c.Opp_Name__c}.
  4. Once you select the field you want to use from the “Select Field” list, an email merge field will show in the “Copy Merge Field Value.” Copy this value and paste into your email template.

Another way to format merge fields in email template:

  1. Create an email template that is related to the object you are sending the document from and that you have related eSign Doc to via a lookup field.
  2. Add all your merge fields as you would normally. 
  3. Now you need to replace the base object part of the merge field with “esign__Document__c.” plus the api name of the lookup field on the eSign Doc object you created that relates it to the base object followed by “__r.”
    1. For example, lets say you have a lookup field on the eSign Doc object called “esign_Opportunity__c”.  And when you merge a field in the email template builder from the Opportunity it would merge {!Opportunity.Amount}.  So instead of “Opportunity” in that you would put “esign__Document__c.esign_Opportunity__r.” with a final merge field of {!esign__Document__c.esign_Opportunity__r.Amount}
      ****NOTE the importance of the double underscore after esign and Opportunity (would be the same double underscore for your merge field format with esign and object name).
    2. Basically you are merging the field from the eSign Doc object and need to have a merge field code that starts from the eSign Doc object through your lookup field to the field name on that related object.
    3. Optionally you could create a Formula field on the eSign Doc object and use the formula builder to merge the related field you want into that formula/text field.  Then you can build your email template from the eSign Doc object to merge the fields you want directly into the email template without needing to update anything in the merge field code since you are merging directly from the eSign Doc.  If you don’t want to create the formula fields on the eSign Doc object, then follow the steps above.

Add link or button with eSign code to your email template.

  1. You have to have an eSignature link {!esign__Document__c.esign__eSign_Link__c} merged somewhere in the email body so the recipient can have the link to click to sign the document.
  2. You can put this link in any way you want with link text like “Sign Here” or with an image button clicking to the link (in HTML templates only).
  3. To link text you can use this code as example: <a href=”{!esign__Document__c.esign__eSign_Link__c}”>Sign Here</a>
  4. To use image button you first need your image to be uploaded to externally available source. You can upload it to your Documents tab in Salesforce and check the box Externally available. Then use image URL in the HTML code in your email, inside ” “, after scr=.
    Use the following code as example: <a href=”{!esign__Document__c.esign__eSign_Link__c}”><img alt=”Click Here to Sign” src=”http://a5signature.com/wp-content/uploads/2016/04/Email-Button.png” style=”width: 194px; height: 54px;” /></a>

You can create a new email template that is being sent to the signer after the document is signed.  

  1. There is currently a default email notification that the app is using to notify the Signer of a completed document, it’s called “Document Signed Notification.” This email template is used to notify the signer of document and body of email says “Attached is a copy of the document you signed” and the email will include PDF format copy of final signed documents, including countersign signatures if applicable. 
    1. NOTE: This email is being sent through our app Apex code so you cannot modify this existing email template.
  2. You do have the option to create a different template to notify the signer of completed document. To do this you need to create a new email template with the merge fields you want (with merged field logic described above) and then setup a workflow to set the value of eSign Doc.Document Signed Email Template field on eSign Doc object to the Salesforce ID of the email template that you just created.  Evaluate The Rule can be set to Create and “true” for criteria to make sure it always set.  But you can also place logic around workflows to use different email templates depending on the document being signed such as the name of the document or the object it is related to etc.
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